Medical Indexing jobs

Wood is recruiting for a Document Controller to join its Process & Energy team, focusing on collection, distribution, retention and archiving of documents through Electronic Document Management Systems (EDMS), management of site facility drawings and information requests, and work processes on large scale EPCm projects the Life Sciences industry. This role is based at a client site in Ayrshire and is a permanent staff role.

Please note that all employment is subject to completion of mandatory pre-employment screening checks relevant to this role.

Why join Process & Energy?

Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects and operations solutions in 60 countries, employing around 35,000 people.

Join a culture of innovation, pushing the boundaries of what is possible to seek the best solutions for our clients.

What we can offer

• Meaningful and interesting projects delivered to leaders of industry across renewables and emerging energy sectors
• Commitment to Diversity and Inclusion; we are an organisation actively committed to diversity and inclusion across our business
• Competitive salary with regular salary reviews to ensure we are rewarding at the right level in line with the market
• Flexible benefits package; inclusive of 33 days annual leave (including public holidays), generous contributory pension scheme, private medical cover, 4x base salary life insurance; all of these and more that can be adapted to suit your own
• Commitment to continued professional development; development plans that are tailored to your individual needs and interests
• Global connections; join experts around the world who are at the leading edge of our industry, shaping the standards of our profession

• Manage EDMS Access: Create user accounts within EDMS, assist users with access & maintain lists to be current
• Subject Matter Expert: Assist client, Wood & suppliers with respect to any EDMS queries, queries on document control procedures and provide regular training
• Quality checks: Check documentation to ensure that formats comply with company and client requirements prior to issuing / storing in line with agreed procedures
• Upload Documents: Ensure all project documentation is imported into the EDMS, filed and maintained in a good order to comply with QA requirements
• Workflows: Register and transmit internal, supplier, third-party and client documentation for the project
• Client Reviews: Ensure all documentation is transmitted to the client as per client requirements and in an expedient manner
• Archiving: Manage the archiving of project records in both hard copy and electronic formats, ensuring proper identification, indexing, transfer, storage, protection, retrieval, retention, and disposition of the records
• Hard Copies: Scanning, printing and copying of project documentation where required
• Procedures: Ensure document management procedures satisfy project, client and regulatory requirements
• Expedite: Monitor progress of in-house and Client reviews of technical data and provide communication / expediting as required
• Reports: Run document control reports (if available and required), produce exception reports, comment overdue reports and any other reports for Project Management review (as available and required)
• Packs & Handover: Contribute to compilation of construction work packs, final project dossiers, as-built portfolios, and archiving
• Manage Requests List: Oversee and prioritise incoming requests for facility drawing updates and information
• Coordinate Drawing Updates: Ensure accurate and timely updates to site facility drawings based on new project scopes, maintenance activities, and stakeholder input
• Information Handling: Respond to information requests from various stakeholders, providing accurate and timely data
• Documentation Storage: Manage the storage of supplier documentation, ensuring it is easily accessible and properly archived
• Data Transfer: Facilitate the transfer of facility drawing data to digital systems, ensuring accuracy and completeness
• Hard Copy Archiving: Oversee the archiving of hard copy documents, maintaining an organised and retrievable system
• Collaboration: Work closely with engineering, maintenance, design, and construction teams to ensure drawings reflect current site conditions and project requirements and communicate progress to stakeholders efficiently. Allocation of piping line numbers and mechanical equipment tag numbers, liaising with maintenance planners.
• Quality Control: Implement quality checks to ensure the accuracy and reliability of all facility drawings.
• Process Improvement: Develop and refine processes for managing facility drawings to enhance efficiency and reduce errors, including maintenance of systems e.g., SharePoint / Power Automate / Power BI / SmartPlant Engineering Content Management System / Microsoft Teams Fileshares
• Compliance: Ensure all activities comply with relevant standards, procedures, and regulations

What makes you remarkable?

At Wood, we are committed to equal opportunities and welcome all talented individuals to consider joining our team. So even if you don't match every statement below but feel you have some of the experience, knowledge or skills needed for this role, we encourage you to apply. It will take all of us working together to deliver solutions to the world’s most critical challenges.

Qualifications/Skills/Experience:

• Knowledge of MS Office
• Knowledge of SharePoint / Documentum / FusionLive / Documentum / Smartplant or similar EDMS
• Knowledge of Adobe
• Communication skills - both written and verbal
• Skills in word processing, spreadsheets, database applications and Electronic Document Management Systems
• Preferable: experience with Power Automate & Flows

Personal attributes:

• Excellent organisational skills and a logical and ordered approach
• Effective communication and interpersonal skills
• Strong team player
• Ability to work in a high - pressure environment, paying strict attention to detail and ensure the accuracy of the outputs
• Self-motivated, proactive in identifying issues and proposing effective solutions
• Capable of working independently, and able to work with minimal supervision